How To Plan A Large-Scale Event In 2023

large scale event on beach

Planning for large-scale events, with its many complexities and nuances, is a difficult undertaking. There is no one-size fits all solution for corporate event planners. But there are strategies that can be put in place to maximize success when embarking upon such projects.

With a long history of memorable corporate events, the large-scale event planning EVT Media has successfully executed is a highly sought-after skill. From the grand-opening ceremony of an important new business venture to big fundraisers and splashy product launches, nailing down all the details required for success can be daunting.

Following a handy checklist, you can ensure you have all the tools you need to plan a large-scale event in 2023 successfully.

What is considered a large-scale event?

Large-scale events are those that draw hundreds or even thousands of participants. To ensure successful coordination and execution, these types of experiences necessitate extensive planning ahead of time. This includes everything from logistics to scheduling considerations. When done right, large-scale events can be incredibly rewarding experiences for all involved.

What not to do when planning a large-scale event

When it comes to planning a large-scale event, the Fyre Festival serves as an important lesson in what not to do.

Preparation is key; however, having clear communication and management over months or even years can truly set your occasion apart by ensuring everything runs smoothly – from keeping guests fueled up with more than just cheese sandwiches all the way to adding that special flair needed for making a lasting impression.

Here’s a quick list of pitfalls to avoid when planning a large-scale event:

  • Rushing! Make sure you properly research your event’s requirements before beginning.
  • Not checking contracts and deadlines. The last thing you want is a crucial entertainer, speaker or vendor pulling out last minute. Ensure in advance all contracts have been negotiated and signed, and everyone is ready to do their part.
  • Not planning ahead. Your event doesn’t start on launch day, it starts months earlier, so make sure your branding, marketing and logistics are all communicated and coordinated in advance.
  • Understaffing your event. In this case, too many people are better than not enough. There will be legal minimum requirements you have to reach to even allow your event to go ahead, so give your backups, backups to be extra prepared!
  • Trying to do it all yourself. Large-scale events are a massive undertaking, that’s why it can be better to hire an event planning company with know-how to help you pull off a successful show.

How to plan a large-scale event: A 5-step plan

1. Coordinate and communicate your plan

Thorough planning is key to the success of any event. Start by locking in a date and then setting out your 12-month preparation cycle, which should include finalizing budgets, teams and other internal and external logistical elements. With all these pieces in place well ahead of time you’ll be well on your way to assembling an effective plan for a successful event.

2. Establish timelines and strategy plans

Effective planning is critical to the success of any event, and it should begin with a clear timeline that outlines key milestones. With each component of your event broken down into separate sections (e.g logistics, health & safety, entertainment, venue requirements, etc.), you’ll need to establish calendar-based deadlines for their delivery as well as set goals and create detailed management plans accordingly.

This will also be the point at which you establish partnerships and sponsors, and book any speakers or entertainers, etc that are integral to your event’s success. Make sure those key players are locked in early for maximum visibility and success.

Open lines of communication throughout the entire process are imperative; make sure all stakeholders stay informed every step along the way towards achieving an unforgettable outcome. Communication is key!

3. Consider your tech and health & safety

When planning a large-scale event, you need to think of everything from registration software to lighting, to any other technology pieces that are essential for running your event. For example, EVT Media loves to incorporate dazzling high-end technology like 360 domes or VR experiences to make our events unique and unforgettable.

But with lots of equipment comes lots of risk assessments and health and safety requirements. It’s absolutely essential you ensure your events are safe. Check everything is up to scratch, up to code and follows any compliance or other legal necessities. Given the size of large-scale event planning, you might need security to keep everything running smoothly and you’ll definitely need on-site technicians and health and safety professionals on the days the event itself is running.

4. Marketing & branding

Your event should have strong, unique and memorable branding that both encourages event sign-ups and an unforgettable experience.

Create multiple marketing plans for 12 months, 6 months, and 1 month before the event and then a separate strong strategy for the month and especially the week preceding the event. Continue this strategy through and post-event for maximum visibility and awareness.

Ensure your marketing plan is omnichannel and considers both print and online resources. There should be multiple touchpoints for each attendee, from social media posts, to blogs, emails, and other forms of brand awareness advertising. It takes 7-8 touchpoints for a customer to convert and purchase an event ticket.

Keep your branding and messaging strong and consistent and highlight any unique offerings your event may have. During the event itself, make sure you have team members busy with social media posting updates and key moments. Afterward, continue to touch base with attendees. After-care management is just as important as before and during the event itself.

5. Accessibility and inclusion

Accessibility and inclusion are crucial components that can’t be overlooked in large-scale event planning in 2023. All events should be accessible and inclusive wherever possible so that no one is prevented from taking part.

Accessibility should be a two-pronged approach, one should take staff, speakers, and other event stakeholders into account, and the other side should look at guest accessibility.

Keep a list of dietary and allergen requirements, as well as consider the impact of lighting and entertainment on those with visual or sensory issues. Where possible, offering a quiet space away from the hustle and bustle of the main event can be hugely impactful to those who may otherwise struggle to attend the event.

Another way to make your event inclusive and accessible is by recruiting volunteers to help disabled guests and speakers, providing them a point of contact and aid if necessary, during the event itself.

 

Planning a large-scale event can be an ordeal, with plenty of moving pieces and little room for mistakes. Using an event planner’s services, or the five-step checklist provided here, you can ensure that the entire process runs smoothly and the event is everything you want it to be. Remember to plan for contingencies and drill out all the details to make sure your expectations are met – or even exceeded!

If you’re feeling overwhelmed by all the things that have to be done, don’t forgetprofessional event management companies will be able to provide the necessary expertise and resources to help ensure success. So, if you’re looking forward to hosting a memorable event in 2023, use this post as your guide and start planning now!